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Using this option in Keyword Search, HR Specialists can view New Hires' invitation data and administer their onboarding process including invitation actions, onboarding process actions, and process insights.
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If the logged-in user's role is configured for data export, an "Export to Excel" button will appear on the top right of the search results page. By clicking this button, the user can download the data displayed on the search results page as an Excel file to their local computer.
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Below is a sample of the downloaded Excel file. The information displayed on the search result page will appear as columns in the downloaded file. The keyword used for searching can be noticed on the top row.
Please note that only the top 50 results will be displayed on the search results page, and therefore the downloaded Excel file is limited to a maximum of 50 rows.
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| Product = Smart Onboarding |
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Resend Welcome Email
Resend Welcome will resend self registration email to the New Hire to create their User ID and Password. Once this option is used or Self Registration is completed, it will not be available in the Keyword Search Invitation actions.
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Choose "Invitations" as the Category and search using "All" as the keyword. Filter search results using facets to select the invitation. Click on invitation actions and select "Resend Welcome Email".
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Click on "Yes" to continue.
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The confirmation message displays after the welcome email has been sent.
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The process viewer page shows the New Hire's Name, Job Code, Start Date and "Download" dropdown button on the top (next to New Hire's image) and the list of onboarding process activities with status represented as icons next to each activity. It includes New Hire as well as HR/I-9/E-Verify Specialist activities. Note: If revised start date exists for the transaction, then the Start Date is updated with the revised date in process viewer.
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The 
symbol represents the activity is locked and not routed, the 
icon represents the activity is routed/in progress but not completed and 
symbolizes a completed activity.
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The signed forms and attachments for the process can be downloaded by clicking on the "Download" dropdown button present on the top of the process viewer page.
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If downloading of forms is needed for an individual activity, click on the download icon present on the row next to the activity.
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I-9 Summary
The I-9 Summary page can be accessed any time after the I-9 ID is created for a New Hire process. Click on "I-9 Summary" option under invitation actions.
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While in Complete Job Details activity, the Start Date populated on the form can be revised to another date until the "Send Candidate Data to HR" activity is completed. For more details on changing the Start Date in Complete Job Details activity, please click here click here.
When this action is performed, the revised date will be updated wherever the Start Date is displayed such as in Keyword Search pages, Consoles, Invitation Summary, process activity page etc. Before performing this action, let us see some scenarios where you can check the invitation's Start Date:
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Under invitation actions click on "Revised Start Date".
Note: The Revised Start Date is different from the employee's first day of employment date mentioned on I-9 Section 2 for Form I-9. For Form I-9, the first day of employment date has to be updated only in I-9 Section 2.
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Enter the new Start Date and click "OK".
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All Administrative Users (System Administrators/Process Administrators/Content Administrators) and the Tenant Users with HR Specialist, I-9 Specialist/E-Verify Specialist roletypes can access this utility.
However, the link to perform admin actions is available only for the above mentioned Tenant Users.
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The Process Insight page displays as below.
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Use the "Admin Actions" link to view or perform the process actions. By clicking on this link, users can perform actions like restart the New Hire's process or any particular activity, terminate the process or force the New Hire's process to completion. Only the tenant users with HR Specialist, I-9 Specialist and E-Verify Specialist roletypes can access this link and perform these admin actions. These actions are not accessible by the Administrative Users (System Administrators/Process Administrators/Content Administrators).
| Administrative Users - Process Insight without Admin Actions |
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Click on the "Admin Action" link to see the list of actions. By clicking these links, the users can perform respective actions on the New Hire's invitation process.
| HR Specialists/I-9 Specialists/E-Verify Specialists - Process Insight with Admin Actions |
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Activities:
Click on each step to expand the activity details.
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Click on the invitations actions and select "Download Signed Forms" and "Download Attachments" options.
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From process viewer page via "View Process" action:
Clicking on the "View Process" link on the invitation actions will open the process viewer page as shown below. To download the signed forms & attachments for the entire process, click on the "Download" dropdown button located at the top of the page. If you need to download forms for an individual activity, click on the download icon located on the row next to the activity.
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Download Signed Forms
Select this option to download all of the New Hire's signed forms. When clicked it will download a .zip file containing signed forms for the entire process.
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Click on the downloaded .zip file to view the forms. The signed forms will be downloaded as PDFs as shown below.
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Download Attachments
This link will download attachments from both the primary and restarted processes, including those uploaded during various process activities such as Smart Checklists, Employee Biographic Information, and I-9 Section 1 and Section 2 activities. Note: If attachments are edited within the activities, the most recent updated attachments will be reflected here.
When clicked on the "Download Attachments", it downloads a .zip file if there are multiple attachments.
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Open the downloaded .zip file to view the attachments. The attachments will be in png format as shown below. Click on each file to open the attachment.
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If documents uploaded during process activities have the same file name, a number will be appended to each duplicate file name, starting from 1 and incrementing by 1 in ascending order.
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If only one attachment exists in the process for the transaction, the "Download Attachment" directly opens the file.
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If no attachment is present, the option "Download Attachments" will not be seen in the Download dropdown.
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Download Packet
Download Packet will generate a zip folder with pdf files containing the New Hire's Form I-9, any notifications (such as Further Action Notices and Referral Notices), and copies of documents that have been attached.
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Opening the zip file will display individual folders for each activity. Click on the relevant activity folder to view any attached documents within that activity, as well as the signed PDF form.
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